Document Controller

Document Controller – Drive Precision and Efficiency in Project Documentation

Join our dynamic construction project team as a **Document Controller**, where your expertise in meticulous documentation management will ensure seamless project execution, compliance, and stakeholder alignment. In this pivotal role, you will oversee the entire lifecycle of project documentation—from creation and distribution to archival—while maintaining strict adherence to industry standards and company protocols. This is an opportunity to play a critical role in the success of high-impact construction, engineering, or infrastructure projects, where your organizational acumen and attention to detail will make a tangible difference.

As the **Document Controller**, you will serve as the linchpin between project teams, consultants, contractors, and clients, ensuring that every document—whether a technical drawing, submittal, RFI, or approval—is accurately tracked, controlled, and accessible when needed. Your work will not only streamline project workflows but also mitigate risks by guaranteeing compliance with regulatory and quality requirements.

Key Responsibilities

Your role demands a blend of technical precision and collaborative leadership. You will:

• Manage and Maintain Comprehensive Documentation: Oversee the entire spectrum of project documents, including architectural and engineering drawings, technical specifications, submittals, RFIs (Request for Information), transmittals, correspondence, reports, and approvals. Ensure these are properly registered, coded, filed, and distributed in accordance with project and company standards.
• Lead Document Control Processes: Act as the custodian of the **Project Document Register/Master Document List (MDL)**, ensuring it remains current and serves as the single source of truth for all project documentation. Implement and enforce revision control protocols to guarantee that only the latest approved versions are accessible to the project team.
• Coordinate Seamless Document Flow: Facilitate the efficient exchange of documents among project stakeholders, including consultants, contractors, subcontractors, and clients. Prepare and issue transmittals while maintaining meticulous records of distribution to avoid miscommunication or delays.
• Monitor and Follow Up: Track the status of submissions, reviews, approvals, and responses, proactively addressing overdue items and escalating bottlenecks to relevant stakeholders. Utilize your organizational skills to prioritize tasks and meet tight deadlines in a fast-paced environment.
• Ensure System Integrity: Maintain both electronic and hard-copy filing systems with impeccable order, ensuring documents are easily retrievable for audits, reporting, or project reference. Support the project team with ad-hoc document retrieval and generate regular status reports to inform decision-making.
• Enforce Compliance and Quality: Adhere strictly to project document control procedures and quality assurance (QA/QC) requirements, ensuring all documentation meets regulatory and contractual obligations. Collaborate with project management to identify and address gaps in documentation processes.
• Support Project Success: Contribute to the broader project objectives by providing administrative and document control support, while remaining adaptable to additional responsibilities as needed.

Why This Role Matters

In construction and infrastructure projects, documentation is the backbone of accountability, transparency, and efficiency. As a **Document Controller**, you will:

• **Eliminate Chaos:** Replace disorganized document management with a structured, scalable system that reduces errors and delays.
• **Enhance Collaboration:** Bridge communication gaps between diverse stakeholders by ensuring clarity and consistency in all project correspondence.
• **Mitigate Risks:** Protect the project from legal, financial, and operational risks by maintaining accurate, up-to-date, and compliant documentation.
• **Empower Teams:** Equip project managers, engineers, and contractors with the tools they need to focus on execution, knowing their documentation is in capable hands.

What We’re Looking For

We seek a detail-oriented professional with a proven track record in document control, particularly within the construction, engineering, or infrastructure sectors. Ideal candidates will possess:

• Education: A **Diploma or Bachelor’s degree** in Business Administration, Information Management, Engineering, or a related field. Relevant certifications (e.g., in project management or document control) are a plus.
• Experience: **3–5 years** of hands-on experience as a Document Controller, with a preference for candidates who have worked on **large-scale construction or infrastructure projects**. Familiarity with the nuances of engineering drawings, technical submittals, RFIs, MIRs (Minutes of Issue Review), ITPs (Instruction to Proceed), method statements, and project correspondence is essential.
• Technical Proficiency: Proficiency in **Microsoft Office Suite**, particularly **Excel and Word**, is non-negotiable. Experience with **document management systems** such as Aconex, SharePoint, Procore, or EDMS (Electronic Document Management Systems) is highly valued and will be leveraged to enhance efficiency.
• Document Control Expertise: A deep understanding of **document numbering systems, revision control, transmittals, and document registers** is critical. You should be adept at interpreting project-specific documentation requirements and ensuring alignment with industry standards.
• Soft Skills: Exceptional **organizational and time-management skills** to juggle multiple deadlines without compromising accuracy. Strong **written and verbal communication skills** are essential for coordinating with stakeholders across disciplines. Additionally, the ability to **work under pressure, manage ambiguity, and maintain composure** in high-stakes environments will set you apart.
• Preferred Qualities: Experience with **QA/QC documentation and project filing requirements**, as well as the ability to **coordinate effectively with multiple stakeholders**, including clients, contractors, and regulatory bodies. A proactive mindset and a commitment to continuous improvement will further enhance your impact.

If you thrive in a role that blends precision with collaboration and are passionate about ensuring that every project runs on a foundation of flawless documentation, we invite you to apply. Your expertise will not only support the success of our projects but also contribute to a culture of excellence and accountability.